Procurement Specialist (0081866)

University of Hawaii•Honolulu, HI

13d•Onsite

About The Position

This position administers the complete procurement and contracting cycle, with a focus on construction procurement. It involves preparing various solicitation documents, evaluating offers, and managing contracts from planning and specification writing to award, administration, monitoring vendor performance, and contract modifications, termination, and closing. The role also includes assisting with the University’s Annual Professional Services List, encumbering project and bond funds, processing contract modifications and change orders, and providing technical advice on procurement policies and procedures. The specialist will work with customers and vendors to refine requests, review vendor terms, negotiate agreements, resolve administrative matters, and assist in implementing procurement strategies and developing training materials. Building strong customer relationships, maintaining ethical vendor relationships, and providing reports for sourcing events and audits are also key aspects. Additionally, the role involves training fiscal officers on procurement laws and policies, checking federal fund terms for special approvals, planning and coordinating work, evaluating process improvements, advising management on project progress and potential issues, and assisting with website updates. Other duties as assigned are also part of the role.

Requirements

Possession of a baccalaureate degree in Economics, Business Administration, Public Administration or related field and 3 years of progressively responsible professional experience with responsibilities for administering procurements, contracting, and purchasing; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Considerable knowledge of principles, practices and techniques in the area of administering procurements, contracting, and purchasing as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with administering procurements, contracting, and purchasing.
Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manager.
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer and apply word processing software and Microsoft Office Suite (including Word, Excel and Access Database).
Considerable working knowledge of principles, practices and techniques in procurement requirements of an organization as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
Robust communication skills that include the ability to produce written and oral reports for the consumption of management or other University stakeholders.

Nice To Haves

Experience with construction procurements or procurement in support of construction.
Administrative experience in a college or university, a governmental agency or a large private organization with specialization in procurement, information technology or related areas.
Knowledge of administrative policies and procedures typical of an institution of higher education.
Prior experience in public or private sector procurement.
Familiarity with State of Hawaii Procurement Code.

Responsibilities

Administers the complete procurement cycle, including preparation of invitations for bids, requests for proposals, requests for quotations, sole source, emergency, and other source selection documentation, and evaluation of offers including cost analysis, with a focus on construction procurement.
Administers the complete contracting cycle, including planning and specification writing, drafting, posting and administering solicitations, award of contracts, contract administration, monitoring vendor performance, and modification, termination, and closing of contracts as appropriate.
Assists and maintains the University’s Annual Professional Services List.
Prepares and encumbers the Capital Improvement Project and bond funds with the State Department of Accounting and General Services.
Reviews and processes contract modifications and change orders via the University’s Construction Management System, Trimble Unity Construct.
Ensures the timely processing of University procurement requests as assigned.
Provides technical advice, interpretations and/or makes effective recommendations regarding procurement policies, procedures and requirements and works with customers and vendors to refine procurement requests or responses while ensuring compliance with purchasing and contracting requirements.
Reviews potential vendor terms and conditions and negotiates contracts/agreements between the University and reputable vendors that align with the terms allowable under the contracting policy of the University.
Resolves operational and administrative matters in accordance with current policies, procedures, and directives as requested.
Assists in the implementation procurement strategies and change initiatives to improve office performance.
Assists in the development and maintenance of procurement related information, templates, clauses and training materials that address University procurement needs.
Builds strong relationships with customers and ensure customer satisfaction.
Maintains ethical and responsible contractual and business relationships with vendors.
Provides reports and data as needed for sourcing events, contracts reports and information/audit requests.
Conducts periodic training of fiscal officers and other University personnel regarding State laws and University policies and procedures governing procurement.
For purchases utilizing federal funds, checks terms and conditions of the applicable federal contract or grant to determine whether special approvals are required or special conditions must be included in the contract terms and conditions.
Plans, coordinates, analyzes, and/or supports work within designated subject matter areas.
Evaluates and recommends improvements to processes and procedures that streamline workflow and incorporate technology.
Advises management of the progress of projects assigned, anticipated problems, major policy changes expected affecting specialized area, and completion of projects assigned.
Assists with posting online notices and other website updates as needed.
Other duties as assigned.